Introduction
While job description refers to the specific roles or duties of a given position in an organization, job specification indicates the required attributes for someone to be considered competent for a given task (Verboncu & Zeininger, 2015). HR managers utilize the two concepts (job specification and description) in attracting and evaluating potential employees and in identifying proper strategies of managing an organizational workforce.
Some of the important attributes evaluated during job description include necessary goals and skills for a given position. In job specification, the human resource (HR) managers take account of individual attributes, experience, skills and training that are necessary for performing outlined roles for the given job (Verboncu & Zeininger, 2015). However, to achieve the objective, it is important to understand the organizational structure and workflow. Workflow refers to a series of activities that are accomplished for organizational goods/services to move to the final consumer. Companies utilize workflow to organize tasks among the workforce with a goal of enhancing business efficiency, and profitability. This paper seeks to apply the knowledge of work analysis as an effective strategy for understanding the role of human resource and sales management to an organization.
Expedia Workflow Analysis
Expedia Inc is the world leading online travel agency which is based in the US with operations in different countries across the globe. The organization provides its customers with a broad range of information on available flight options to different destination using its Expert Searching and Pricing (ESP) technique (Funding Universe, 2004). Since its establishment, the company has proved to be useful in providing online travel services to various customers around the globe. The company started by selling airline tickets but has now incorporated a wide range of products such as booking of discounted hotel rooms and provision of packaged travel plan to its customers.
The sole purpose of the organization is providing clients with an innovative technique with which people can plan and purchase online travel (Funding Universe, 2004). Due to its efficiency in providing travel agency services, the organization is recognized for being the leading as far as online travel is concerned.
Expedia workflow involves the provision of travel services to millions of people each year. The organization aims at enhancing its efficiency by embracing the latest technology as one way of meeting consumer needs more effectively. Moreover, through its sites, Expedia.com, customers are offered the best rates as compared to other online agents.
Job/work analysis refers to the procedure of evaluating, documenting and drawing conclusions about work roles, employee attributes, and the work context. Different approaches are used in collecting information about a job which is organized to offer human resource managers with a job description and specification. Through job analysis, HR managers can effectively match job seekers with a job that meets their interests based on their qualifications, and job responsibility. Some of the important issues evaluated in job analysis include work activities, set standards of performance, work conditions and organizational setting.
This paper seeks to achieve two objectives; job description and job specifications of the sales manager position at Expedia. Job specification as will be used in this paper refers to the knowledge, skills, education and abilities of an individual that are necessary for a accomplishing a given work. The concept is developed from job analysis and helps human resource personnel to understand the attributes that should be achieved by the workforce. Job description indicates the essential needs of a job, which include specification of duties and requirement of employees.
Job description assists HR managers to collect relevant information about a given job which is used in advertising for the particular work. The tool is valuable to organizations as it is used in attracting potential employees, recruiting and selecting the right personnel for the job. HR managers use job descriptions to understand roles and responsibilities of their workforce as it specifies what is required of the individuals if selected (Jivani, 2014). Furthermore, it is an important tool used for recruiting staff, understand how to evaluate and assign roles to employees.
Job specification as an HR tool is used by potential candidates to know whether they are eligible to apply for the respective jobs. Furthermore, it is a valuable tool as it is used by recruiting a team to evaluate qualification of the candidates and in understanding important attributes that are required for the position. In short, it is used by HR in selecting the most appropriate candidate for the job, an aspect that explains its significant role in influencing organizational performance.
Methodology
The position of a sales manager plays a significant influence on the success of business as individuals in such a position have a lot of responsibilities. To establish accurate description and specification of the job, the study will employ three methods which include interviewing, administering questionnaire and observation.
Observation
Observation as a method of data collection involves watching the behavior of employees, and physical attributes of people in the work context. The method can either be overt (people know that they are being observed) or covert (no one knows that they are being observed (ERT, 2008). Observation included monitoring of physical tasks and activities as detailed in the job description and specification for the sales manager position. However, the method was faulted as it is difficult to observe cognitive or mental aspects of the job. Though, if done well without people noticing that they are being observed, it gives fist hand information that can be useful in drawing a firm research conclusion. Nonetheless, because of ethical concerns, overt observation is usually recommended that people have a right to know that they are being observed.
Questionnaire
Interview
The rationale behind the use of interviews was to explore views, experiences, and beliefs of different people on the job description and specification of the position of sales manager. Moreover, it was a practical approach to conducting research as it gave researchers a deeper understanding of social aspects which cannot be obtained when using other research methods. The interview was designed with questions touching on the job description and job specification for the position of sales manager. The study employed open-ended questions as it was found to useful in obtaining different perceptions from respondents.
Synthesis and Document Development
The three techniques for data collection (interview, questionnaires, and observation) proved useful as a lot of data was collected. Qualitative data was analyzed using a qualitative approach which included evaluation of perceptions of different respondents on the research questions. Some of the important observations obtained from the study is that the study helps develop a fundamental framework to support equal employment opportunities for the organization. Moreover, it helped in identification of the job responsibilities and set requirements for individuals to be considered eligible for the position.
Conclusion
Job analysis as evidenced by the study has a significant influence on the management of an organizational workforce. The process helps the human resource department to attract, select and retain potential employees, an aspect that develops a competitive advantage for the business. Workflow analysis, on the other hand, is important as it outlines various operations which are necessary for organizational products to reach final consumers more efficiently. It is important for organizations to identify appropriate strategies that can be used in collecting adequate information to help in the job analysis. Job description and specification as evidenced by the study enables employers to match job seekers with the right candidates while at the same time ensuring that employers get competent individuals. The study indicated the workflow for Expedia Inc, which is an online travel agency located in the US with outlets in different countries across the globe. Conducting a job analysis for the sales manager position will support the business in understanding job description and specification. In conclusion, job description and specification are essential tools used by the human resource in managing an organizational workforce.
References
ERT. (2008). Data collection methods for program evaluation: Observation. Retrieved from https://www.cdc.gov/healthyyouth/evaluation/pdf/brief16.pdf
Funding Universe, (2004). Expedia, Inc. History. Retrieved on January 28, 2017 from http://www.fundinguniverse.com/company-histories/expedia-inc-history/
Jivani S., (2014). Job Analysis, Job Description and Job Specification. Accessed on January 28, 2017 from https://www.linkedin.com/pulse/20140916051732-51307174-job-analysis-job-description-and-job-specification
Verboncu, I., & Zeininger, L. (2015). The Manager and the Managerial Tools: Job Description. Revista de Management Comparat International, 16(5), 603-614.
Waidi, A. (2016). Employment of Questionnaire as Tool for Effective Business Research Outcome: Problems and Challenges. Global Economic Observer, 4(1), 54-62.
Job Description Document
Organization: Expedia Inc
Work Location: Bellevue, Washington DC
Reports to: Organizational Manager, Barry Diller
Position Objective: The role of the sales manager in the travel agency firm is to identify appropriate strategies to use in attracting more people to the business. This includes engaging in market research to identify opportunities and establish plans on how the sales plan can be implemented to achieve stakeholder objective as well as achieving successful management of the workforce.
Tasks and Duties
• The sales manager will have the full responsibility of promoting and marketing the business to different areas including new locations to exploit available opportunities in the market.
• The sales manager should set the sales target for the travel products and tour packages to different sales team in the organization.
• The manager has the mandate of managing organizational budgets and keeping financial records which are necessary for evaluation of organizational performance.
• As a manager, he/she has the mandate of sourcing appropriate travel products and destinations that will suit client needs to build customer loyalty.
• The sales manager will liaise with other travel partners to ensure that business operations run more efficiently
• Address customer inquiries and ensure that customer needs are met more efficiently in future.
• Should identify strategies through which organizational employees can be motivated
• Meet team leaders on a regular basis to plan how they can collectively achieve organizational objectives
• Plan a rewarding scheme as a motivation to employees
Job Specification Document
Education Requirement
Applicants for the above position must have a degree in business/marketing or financial management from a recognized university or an equivalent. Expedia Inc is determined to maintain its position in the travel agency business hence requires a knowledgeable person.
Skills
• Excellent communication skills
• Diplomacy
• Good management skills of organizational workforce
• Competent IT skills
• Efficient organizational skills
• Have a genuine interest in travel
• Innovative
• Ability to make sound judgment on business matters
Work Experience
Applicants must have experience in the sales environment for at least three years and should have worked with a foreign travel agency. However, management experience in other areas related to the business will also be recognized.
